HR & RECRUITING
Outlook PTO Overlap Guard — Coverage-Gap Brief to Manager
Watches approved Outlook calendar leave for a team and, when two or more people are out on the same days, sends the manager a coverage-gap brief naming who is out.
How it runs
The automated pipeline, trigger to output.
- TriggerApproved leave event created on team Outlook calendarOutlook
- ActionFetch overlapping leave in same date windowOutlook
- LogicConcurrent absences meet threshold?
- ActionDraft coverage-gap brief (who's out, dates, duties)OpenAI
- OutputSend brief to manager in SlackSlack
What it does
When a new PTO event lands on the shared team Outlook calendar, this workflow checks whether it overlaps with any already-approved leave on the same team. If the headcount out on any given day crosses your threshold, it builds a coverage-gap brief and sends it to the team's manager before the overlap becomes a fire drill.
When to use it
Run this on any team where two people out at once is a problem — support rotations, on-call adjacent functions, payroll, or small pods where one absence is fine but two leaves a gap. It catches conflicts at approval time instead of the Friday before.
How it works
- 1An approved leave event is created or updated on the team's Outlook calendar.
- 2The flow pulls all overlapping leave events in the same date window for that team.
- 3A branch checks whether concurrent absences meet or exceed the configured threshold (e.g. 2+).
- 4If so, an agent drafts a brief: names out, overlap dates, and the duties each owner normally covers.
- 5The brief is delivered to the manager in Slack with the conflicting dates highlighted.
Set it up
What you configure once, before turning it on.
- 1Connect OutlookMail, calendar, contacts.
- 2Connect SlackChannels, DMs, threads, mentions.
- 3Connect OpenAIModels, embeddings, files.
- 4Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 5Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 6Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
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